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HR Administrative Associate
Ref No.: 18-34271
Location: Wilmington, Delaware
Position Type:Contract
Experience Level: 4 Years
Job Category:Admin/Secretarial
Benefits:Dental Insurance, Medical Insurance, Vision Insurance

HR Administrative Associate Needed
On-Board Services, a Family-Owned U.S. Based Professional Staffing and Search Firm, is in search for an Administrative Assistant for a for Leading Chemical Fortune 500 Client in Wilmington, DE.

 Please review the complete job description below and apply immediately for quick feedback
12  Month Assignment*******
Schedule: Monday to Friday from 7:30 AM to 4 PM
Location: Wilmington, DE 19805
Pay Rate- $20 to $23 per hour
Education Required:
High School Diploma or GED and five years of administrative assistant experience OR An Associate’s Degree in Business, Secretarial Studies or equivalent and 2 years of administrative assistant experience is required. 

****Candidates cannot begin an assignment without successful drug and background clearances*****

The person in this role will provide administrative support to a Research & Development (R&D) leader. In addition, the person will perform other duties to support department needs.
  • Provide administrative support High Pressure Unit leader
  • Assists leader with annual performance review process. (Example: Compiling feedback providers, generating emails to feedback providers, feedback compilation, scheduling feedback sessions)
  • Attends weekly reoccurring meeting with leader to maintain a steady flow of communication as well review/ adjust any calendar conflicts
  • Prepare monthly expense reports (Concur)
  • Oversees the overall office flow, functionality, and health of the department
  • Organize and coordinate meetings, agendas, routine correspondence, and department presentations as needed
  • Travel Coordination - Creates travel profiles, aides others in travel arrangements utilizing knowledge of travel website, policies, the Company Shuttle or commercial airlines and current Company, Site and Department travel restrictions.
  • Organizes department recognition events including retirement celebrations, milestone celebrations, etc.
  • Maintains phone lists, department shared distribution lists, Contractor Database and organizational charts monthly.
  • Schedule conference rooms, order lunches, & send out meeting requests as needed
  • Act as security contact for incoming visitors to ESL site
  • Responsible for Onboarding/Off boarding new/Exiting employees, contractors, transfers, etc. o This includes coordinating office moves, setting up phone, new/delete login accounts, requesting badge access, work station, name plate, etc. using the Employee Integration Process.
  • Maintains copiers, fax machines and calls for repairs when needed.
  • Ensures personnel emergency information is accurate for employee notification, hurricane duty, evacuation information, and ripple lists
  • Building management (mail distribution, office lock request and key process, Building Sign In/Out Accountability log)
  • Submit Employee Information Change (EIC) forms to Human Resources
  • Subject Matter Expert (SME) for general Human Resources (HR) website for policies, procedures, and guidelines
  • Work with site timekeeper on any issues for non-exempt and contract hourly employees. 
  • Submit payroll corrections as needed
  • Maintain Over-Time reports and update metrics for the leader
  • Purchasing and Expense Reporting Focal Point assisting individuals with Global Expense Reporting System tool.
  • Manage budget for meals, material & supplies for recognition, meetings, and approved events.
  • Liaison for vendors/suppliers of Uniforms, Water, Coffee, Ice, Cell Phones, Office Supplies, Safety Glasses, Safety Shoes, etc. Tracks purchases and ensures that we are compliant with policies regarding payment (frequency of allowed purchase by employee) 
  •  Maintain office supply cabinet.
  • Routinely monitors and follows up with vendors as required.
  • Subject Matter Expert (SME) for Office Equipment & Tools, including Copy Centers, Workstations, Peripherals, Projectors, IP Phones, VPN, etc.
  • Train department personnel on new hardware or software as current programs are replaced.
  • Manages cell phones, radios, etc for department employees, including billing and hardware issues.
  • Supplier contact for office equipment troubleshooting services, maintenance, and supplies.
  • Schedules building maintenance and is a contact for Facilities Maintenance for building problems and employee communication.
  • Filing of paper and electronic documents as needed, within records management guidelines.
  • Add, Remove, & Maintain group file shares
  • Creates and maintains confidential personnel files, and ensures information is kept according to Company Records

  • Must have strong computer skills in Microsoft applications, including Excel (SharePoint expertise and knowledge of TRIRIGA system is beneficial)
  • Strong communication skills, both verbal and written
  • Must be able to multi-task
  • Must be detailed oriented
  • Must have strong organizational skills
  • Previous experience managing calendars
  • Must be able to handle confidential personnel information
To apply for immediate consideration, apply through this job board or please send resume to Leslie Brannon at and reference job # 18- 34271 in the Subject Line.

The On-Board Family of Companies conducts operations through its Corporate Headquarters located in East Windsor, New Jersey along with Regional Offices in New Castle, Delaware, and Raleigh, North Carolina.
On-Board Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.